CHURCH
EATON VILLAGE INSTITUTE

Church
Eaton Village Institute, High Street, Church Eaton, Stafford, ST20
0AG.

In
order to hire Church Eaton Village Institute the Hirer is required
to complete and sign a Booking Form.

Hire
is entirely at the discretion of the Church Eaton Institute
Management Committee.

Booking
Secretary:
- Jenny Annis - 01785 824882

A 50%
deposit is required upon making the booking. The balance should be
paid to the Bookings Secretary upon receiving the keys. Please make
cheques payable to Church Eaton Village
Institute.

Conditions of Hire

The Hire
includes provision of the agreed facilities but, as the hall has no
Premises Licence, hirers must ensure that they comply with the
relevant Licensing Laws, particularly for alcohol sales and live or
recorded music at public events.

Capacity and Supervision.The number of people on the premises shall not exceed
100 including organisers or entertainers.

Hire Agreement Standard Conditions of Hire

These
standard conditions apply to all hirings of Church Eaton Village
Institute. If the Hirer is in any doubt as to the meaning of the
following, the Booking Secretary should immediately be consulted.

1.
Supervision

The Hirer
shall, during the period of the hiring, be responsible for:
supervision of the premises; the fabric and the contents; their
care, safety from damage however slight or change of any sort; and
the behaviour of all persons using the premises whatever their
capacity, including proper supervision of car parking arrangements.
As directed by the Institute Management Committee, the Hirer shall
make good or pay for all damage (including accidental damage) to the
premises or to the fixtures, fittings or contents and for loss of
contents.

2.
Use of Premises

The Hirer
shall not use the premises for any purpose other than that described
in the Hiring Agreement, and shall not do, or bring onto the
premises, anything which may endanger the building, its users or
render invalid any insurance policies.

3.
Heating and Electricity

The Hirer
shall ensure that no unauthorised heating appliances shall be used
on the premises when open to the public without the consent of the
Institute Management Committee. Portable Liquefied Propane Gas (LPG)
heating appliances shall not be used inside the building

Setting
Up time – 2 hours prior to the event included in hiring fee.

Heating
and electricity – 2 hours prior to the event included in hiring
fee.

If access
is required for longer than two hours there is a charge of £2 per
hour.

4.
Gaming, Betting and Lotteries

The Hirer
shall ensure that nothing is done on, or in relation to, the
premises in contravention of the law relating to gaming, betting and
lotteries.

5.
Licences

If
licences are required in respect of any activity in Church Eaton
Village Institute, the Hirer should ensure that they hold the
relevant licence or Church Eaton Village Institute Committee holds
it (e.g. alcohol or entertainments licence). It is the Hirers
responsibility to ensure the correct licences are in place.

6.
Public Safety Compliance

The Hirer
shall comply with all conditions and regulations made by the Fire
Authority, the Local Authority or the Licensing Authority. This is
particularly relevant to any event which constitutes regulated
entertainment, attendance by children or the selling/provision of
alcohol.

Upon
collection of the keys instructions will be given relating to

The
action to be taken in event of fire (calling the Fire Brigade
and evacuating the hall);

The
location and use of fire equipment;

Escape routes and the need to keep them clear;

Method of operation of escape door fastenings.

In
advance of the function the Hirer shall check that:

All
fire exits are unlocked and panic bolts in good working order;

All
escape routes are free of obstruction and can be safely used;

There
are no obvious fire hazards on the premises.

7.
Outbreaks of Fire

The Fire
Brigade shall be called to any significant outbreak of fire and
details thereof shall be given to the Institute Management
Committee.

8.
Health and Hygiene

The Hirer
shall, if preparing, serving or selling food, observe all relevant
food health and hygiene legislation and regulations.

9.
Electrical Appliance Safety

The Hirer
shall ensure that any electrical appliances brought by them to the
premises and used there shall be safe, in good working order (PAT
tested), and used in a safe manner.

10.
Accidents and Dangerous Occurrences

The Hirer
must report all accidents involving injury to the public as soon as
possible and complete the relevant section in Church Eaton Village
Institute’s accident book. Any failure of equipment belonging to the
Church Eaton Village Institute or brought in by the Hirer must also
be reported as soon as possible. Certain types of accident or injury
must be reported on a special form to the local authority. A member
of Church Eaton Village Institute Management Committee will give
assistance in completing this form. This is in accordance with the
Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR).

11.
Indemnity

For
the casual hirer
Church Eaton Village Institute insurance covers most eventualities,
including ‘Public Liability’. However reimbursement
is as stated in 1 above.
Supervision will be required.

For
organised groups or commercial hirers
each hirer shall:-

(a)
Indemnify, and keep indemnified, each member of Church Eaton Village
Institute Management Committee and the Church Eaton Village
Institute’s employees, volunteers, agents and invitees against the
cost of repair of any damage done to any part of the premises
(including the curtilage thereof) or the contents of the premises
and any claims, losses, damages and costs suffered or incurred as a
result of any nuisance caused to a third party as a result of the
use of the premises by the Hirer.

(b) Take
out adequate insurance to insure the Hirer and members of the
Hirer’s organisation and invitees against the Hirer’s
liability and all claims arising as a result of the hire. On demand,
the Hirer shall produce the policy and current receipt or other
evidence of cover to the Bookings Secretary. Failure to produce such
policy and evidence of cover will render the hiring void. Church
Eaton Village Institute is insured against any claims arising out of
its own negligence.

12.
Explosives and Flammable Substances

The hirer
shall ensure that: highly flammable substances and internal
decorations of a combustible nature are not brought into or used in,
any part of the premises. No decorations are to be put up near
electrical fixtures and fittings. Candles and tea lights can only be
used in suitable containers approved by the Institute Management
Committee.

13.
Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer
shall ensure that, in order to avoid disturbing neighbours and avoid
violent or criminal behaviour, care shall be taken to avoid
excessive consumption of alcohol. Drunk and disorderly behaviour
shall not be permitted either on the premises or in its immediate
vicinity. Alcohol shall not be served to any person suspected of
being drunk or to any person suspected of being under the age of 18.
Any person suspected of being drunk, under the influence of drugs or
who is behaving in a violent or disorderly way shall be asked to
leave the premises. No illegal drugs may be brought onto the
premises.

14.
Animals

No
animals whatsoever allowed in the kitchen.

15.
Children

The Hirer
shall ensure that any activities for children under eight years of
age comply with the provisions of The Children Act of 1989.

16.
Cancellation

If the
Hirer wishes to cancel the booking before the date of the event and
Church Eaton Village Institute is unable to conclude a replacement
booking, the question of the payment or the repayment of the fee
shall be at the discretion of Church Eaton Village Institute
Management Committee.

The
Institute Management Committee reserves the right to cancel this
hiring by written notice to the Hirer in the event of the premises
being required for use as a Polling Station for a Parliamentary or
Local Government election or by-election.

17.
Noise

The Hirer
shall ensure that the minimum of noise is made on arrival and
departure, particularly late at night and early in the morning. The
Hirer shall, if using sound amplification equipment, make use of any
noise limitation device provided at the premises and comply with any
other licensing condition for the premises.

18.
Stored Equipment

Church
Eaton Village Institute Management Committee accepts no
responsibility for any stored equipment or other property brought on
to, or left at, the premises. All liability for loss or damage is
hereby excluded.

19. No
Alterations

No
alterations or additions may be made to the premises nor may any
fixtures or decorations be installed which cannot be easily removed
without causing damage to the fabric of the building.

20.
End of Hire

The
Hirer shall be responsible for leaving the premises and surrounding
area in a clean and tidy condition, returning anything used to its
original position. All empty bottles and recyclable waste must be
removed from the premises and disposed of by the Hirer and no
rubbish bags should be left by the bins, otherwise Church Eaton
Village Institute Management shall be at liberty to make an
additional charge. All doors and windows must be locked and
secured.

*
Clearing up time and the returning of keys to be negotiated with the
Bookings Secretary. *